Fleet & Sign Procurement Coordinator

Fleet & Sign Procurement Coordinator

Major Responsibilities - Under general direction, with wide latitude for independent initiative and judgment, maintain and improve the procurement services for purchasing, reporting and budget analysis for the Fleet and Signs Division.

- Prepare PASSPort, Unifier, E-requests, Fixed Asset Documents, projects, and documents managed by Financial Management System (FMS) and work with the Mayor's Office of Contract Services and other agencies to complete tasks.

- Prepare Certificates to Proceed and submit capital, expense and elected officially funded orders for vehicles, parts, and supplies/materials and services.

- Prepare and submit the monthly Division credit card reports.

- Assist with the administration of the division's various service contracts including but not limited to: Transdev, Holman, Fleet Management Services, Genuine Parts Company (GPC) Fuel and Telematics (GEOTAB).

- Work with Purchasing and Accounting to generate purchase orders and contracts.

- Supervise purchasing staff responsible for ordering parts, supplies and services.

- Ensure that all policies and procedures of the Procurement Policy Board and Office of Management and Budget are followed by procurement staff and staff within the division who are requesting and receiving materials or services.

- Use, train, and monitor staff in the correct use of procurement programs used by the Agency, such as e-Requester, Minority and Women Owned Business Enterprise (MWBE) Program vendor database, Department of Citywide Administrative Services storehouse, Vendor Information Exchange System (Vendex) and FMS.

- Prepare the annual budget for the division by analyzing expenses and future programs and submit monthly reports to division management, detailing the activities of funds that are committed. Prepare budget reports and tracking documents that will keep management and supervisory staff aware of open purchase orders.

- Oversee trip ticket archive system and retrieve information for the legal department and Department of Investigation (DOI) as needed.

- Oversee the staff directly responsible for the fuel and EV charging needs. Report daily fuel readings, assign fuel and charging cards to agency vehicles and staff and generate monthly fuel reports.

- Manage contracts to ensure all requirements are met by vendors.

- Oversee and manage the Zipcar and E-Zpass accounts for the Agency.